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Correspondence November 2014

Please read the following information carefully for standing offers with the serial number EN578-093429 for language training in the NCR.

Next sessions

Be proactive! The holiday period (yes already!) is quickly approaching so get ready to send your call-ups as soon as possible. Here are the start dates for the next group training sessions:

  • Work stream 1 – Full-time group training, in French, on the Offeror's premises
    Short program: February 9, 2015 (deadline: January 23)
    Long program: December 15, 2014 (deadline: November 28)
    Pre-SLE: January 5, 2015 (deadline: December 12)
  • Work stream 2 – Full-time group training, in English, on the Offeror's premises:
    January 5, 2015 (deadline: December 12)
  • Work streams 3A, 3B, 3C, 3D and 5 – Part-time group training, in French and in English, on the Offeror's premises: January 5, 2015 (deadline: December 12).

Cancellation or postponement of training

In order to cancel or postpone your training, a call-up amendment must always be sent before the effective date. Otherwise, your call-up will remain unchanged.

Learning plan for full-time training

Learning plan requests must be faxed to 819-953-6201 or submitted by email at apprentissagelinguistique-languagelearning@csps-efpc.gc.ca.

Attendance/absence report

One of the deliverables required in the Statement of Work is a monthly attendance/absence report, which is to be submitted within the five business days following the end of the month in question. Please ensure that the report has been initialled by each learner and that the name of the teaching resource appears on the report. Although the Statement of Work does not require the teaching resource to sign the report, we strongly recommend that he or she do so to indicate the validity of the learners' initials.

Timesheets must be attached to each invoice to corroborate the hours billed. The attendance report may be used as a timesheet.

NEW Registration form in PDF format

Due to popular demand, we have drafted a registration form that federal institutions can use to register their employees in any training offered under standing offer serial number EN578-093429. This form may be used for all work streams. This will avoid a lot of headaches since all the information required, shown by work stream, is requested in the form. We strongly recommend using this form and attaching it to your call-up.

A big thank you to all those who provided a copy of their in-house forms. Your co-operation was greatly appreciated.

Training material

Some learners still request that suppliers provide paper copies of the training material. Please note that if the supplier, in response to the Request for Standing Offer, opts for the electronic version of the training program, it does not have to provide paper copies.

Suppliers who use additional materials, including exercises on paper, will have to provide a copy of this material to learners.

Call-up form

As indicated in the contract clauses of Part A of Standing Offers, a Call-up Against a Standing Offer form must always be filled out to authorize or confirm work. You may use form PWGSC-TPSGC 942 on our Web site Call-up Against a Standing Offer - form PWGSC-TPSGC 942 or any other electronic document entitled "Call-up Against a Standing Offer." You may not use a Purchase Order, even if a Government Acquisition Card was used to pay.

Training schedule

If you request a specific schedule on your call-up, you must keep this schedule throughout the period of the call-up unless you submit a call-up amendment and notify the supplier at least 10 business days in advance. Please note that changing schedules requires a great deal of work on the part of suppliers, and making changes on short notice leads to availability problems for teaching resources.

Invoicing

There are still federal institutions that do not provide a contact name, email address or mailing address for invoices. Invoices therefore bounce around for several weeks before being sent to the right department or person, which leads to long processing and payment times.

Please ensure that this information is always up to date and indicated on all of your call-ups or on the registration form in order to avoid any inconveniences. Some federal institutions use a generic email address for their invoices. This initiative makes it easier for both suppliers and federal institutions.

Work Stream 9B – Part-time Individual training, Outaouais Area

The supplier's capacity (Centre de Langues Internationales Charpentier) is currently at its maximum. Before issuing a call-up for that Stream, please contact the school (admin@clic-hull.com) to determine if they can accept your learner(s). If the school's capacity stays at its maximum and the training location is at the federal institution's facilities, you can contact one of the schools in work streams 9A, 9C and 9D.

List of Offerors and Hourly Rates per Learner

Find attached the updated "List of Offerors and Hourly Rates per Learner". The hourly rates for the first option year have been added with the effective dates. If you issue a call-up for multiple sessions, please be sure to include the hourly rates corresponding to the start date of each session.

For example:

Work Stream 1 with Centre de Langues internationals Charpentier:

  • Hourly rate (from March 8, 2013 to March 31, 2015): $6.95
  • Hourly rate (from April 1st, 2015 to March 31, 2016): $7.25

Call-up for multiple sessions:

  • Session 8 – December 15, 2014 to March 13, 2015: Hourly rate $6.95
  • Session 9 – March 16, 2015 to June 5, 2015: Hourly rate $6.95
  • Session 10 – June 8, 2015 to August 28, 2015: Hourly rate $7.25
  • Etc.

Changes to our teams

Canada School of Public Service

Please note the following new telephone numbers:

  • David Forget: 819-953-4800
  • Ludmila Kefalova: 819-953-6466

Public Works and Government Services Canada

Jean Damascene Gasake has returned to his substantive division. We wish him all the best.

If you need to contact him or respond to one of his requests, please send an email to the generic inbox at:

Achatsformationlinguistique.languagetrainingprocurement@tpsgc-pwgsc.gc.ca

Patrick Blais will be replacing him. We would like to welcome Patrick, who will be responsible for quarterly reports and managing outstanding invoices in addition to replying to emails from the generic inbox. You can reach Patrick by sending an email to the generic inbox.